Business Process Guide Audit...EUD Certificate/Extended Univ. sections .....37 EUD Sections and...

Campus Solutions 9.0

Class Schedule Audit Business Process Guide

CS90 Audit/Review Class Schedules 2014 - BPG Last Modified by tsherman on 1/27/2015

© 2014. All Rights Reserved. CSU Bakersfield







REVISION CONTROL

Document Title: CS90 Audit Review Class Schedules - BPG.docx

Author: CMS PeopleSoft Training

File Reference: H:/SA Training/Production/Documentation/SelfService/Staff

Revision History

Revision Date Revised By Summary of Revisions Section(s) Revised

9/28/12 T. Sherman Modified document All

10/9/12 L. Flores Added section 3.20 Room Characteristics 3.20

10/11/12 T. Sherman Modified sections 3.5, 3.8,3.13, and

3.20

10/11/12 T. Sherman Added section 2.4 Room Characteristics 2.4, 3.20

Review / Approval History

Review Date Reviewed By Action (Reviewed, Recommended or Approved)

1/23/2015 Lilia Flores Approved

9/28/12 Paula Miser Approved

Laura Bishop

9/28/12 Andrea Weikel Approved

10/8/12 Beth Garza Approved





Table of Contents

1.0 Overview ........................................................................................................................................................... 5

1.1 Audit Process .......................................................................................................................................... 5

1.2 Assumptions ............................................................................................................................................ 5

2.0 Audit Class Schedules ...................................................................................................................................... 6

2.1 Before you begin ..................................................................................................................................... 6

Download Class Schedule Data ................................................................................................ 6

Filter Spreadsheet ...................................................................................................................... 7

2.2 Sessions (B) ............................................................................................................................................ 8

2.3 Section Numbers (G) .............................................................................................................................. 8

2.4 Component and Class Types (H and I) ................................................................................................... 9

2.5 Auto Enrollment (J) ............................................................................................................................... 10

2.6 Associated Class Numbers (K) ............................................................................................................. 11

2.7 APDB Class Section Values (L - P) ...................................................................................................... 12

2.8 Space Type and Learning Mode (Q and R) .......................................................................................... 13

2.9 Enrollment Capacity (U) ........................................................................................................................ 14

2.10 Location (AA) ........................................................................................................................................ 15

2.11 Instruction Modes (AB).......................................................................................................................... 16

2.12 Minimum, Maximum, Academic Progress, FA Units, Course Contact Hours, and Contact (AD – AI) . 17

2.13 Class Association Requisites (AK) ........................................................................................................ 18

2.14 Catalog Requisites (AL) ........................................................................................................................ 19

2.15 Mtg Start and Mtg End Times (AQ and AR).......................................................................................... 20

2.16 Room Characteristics (AZ) .................................................................................................................... 21

3.0 Audit Instructor Information ............................................................................................................................. 22

3.1 Before you begin ................................................................................................................................... 22

Download Instructor Table Data .............................................................................................. 22

Filter Spreadsheet .................................................................................................................... 23

3.2 Instructor Assignment (G - H) ............................................................................................................... 25

3.3 Instructor Role (I) .................................................................................................................................. 26

3.4 Instructor Access (J) ............................................................................................................................. 26

3.5 Instructor Assign Type (O) .................................................................................................................... 26

4.0 Audit Class Notes ........................................................................................................................................... 28

4.1 Before you Begin ................................................................................................................................... 28

Download Class Notes Data .................................................................................................... 28





Filter Spreadsheet .................................................................................................................... 28

4.2 Class Notes ........................................................................................................................................... 29

5.0 Appendix ......................................................................................................................................................... 31

5.1 CSUB Academic Programs ................................................................................................................... 31

Section Numbers (effective Fall 2014) .................................................................................... 31

Component Unit Breakdown .................................................................................................... 33

Learn Mode and Space Type ................................................................................................... 34

Course Classification Numbers (CS#) ..................................................................................... 35

5.2 Extended University Regional Programs .............................................................................................. 37

Section Numbers (effective Summer 2012) ............................................................................. 37

EUD Contract Credit Sections ................................................................................................. 37

EUD Certificate/Extended Univ. sections ................................................................................ 37

EUD Sections and Location Codes .......................................................................................... 37

6.0 Getting Help .................................................................................................................................................... 38





1.0 Overview

Before enrollment begins, it is important to audit your class schedules to ensure accuracy and to prevent problems with students enrolling in classes. You should audit all aspects of your class schedules, such as section numbers, component types, associated class numbers, meeting patterns, APDB values, etc. By auditing your classes, you help to ensure the accuracy and integrity of the ERSx and APDB reporting data. This guide provides general instructions for auditing your courses. The information in this guide does not override existing procedures for class audits, so be sure to refer to current documentation. The aim of this document is to provide a framework for auditing your class schedules. The Appendix contains copies of existing procedures for sections numbers, component types, and other information. The Appendix information is as current as of this document date of creation.

1.1 Audit Process

The audit process involves two distinct parts: Download Class Information and Audit Classes. Figure 1 illustrates the process for auditing class schedules

Download Class Information

You will run three queries that contain your class information. You will download the information as Excel spreadsheets.

Audit classes

You will use the downloaded spreadsheets to identify discrepancies with your classes. You will correct the specified errors using the appropriate myCSUB page, such as Maintain Schedule of Classes or Schedule of Class Meetings.

1.2 Assumptions

The general instructions herein assume that you are comfortable with:

Using myCSUB

Adding new and maintaining existing classes and schedules

For more information on maintaining class schedules, please refer to the Schedule of Classes Quick Reference

Guide.

Audit

Review Correct

Class Info

Instructor Info

Class Notes

Download

Figure 1: Class Schedule Audit Process





2.0 Audit Class Schedules

In this section, you will audit various aspects of your class schedules. Remember, the instructions herein are

general, not intended to be exhaustive, and do not cover every situation. If you are unsure how to handle a

situation, please feel free to contact Academic Scheduling at x3100.

2.1 Before you begin

You will need to download the Class Schedule data and activate the filtering feature in Excel.

Download Class Schedule Data

These instructions will walk you through running the BAKS_SR_Schedule query and downloading the

results to Excel.

1. Navigate to the Reporting Tools > Query > Query Viewer

2. On the Query Viewer page,

Enter the search criteria, BAKS_SR_Schedule

Click .

3. From the Search Results page,

Click the Excel link beside the query named, BAKS_SR_SCHEDULE.

(The query will open in a new tab or window. You can also click the Favorite link to add this query to your list

of favorite queries.)

4. On the prompt page, BAKS_SR_SCHEDULE – Schedule Audit,

Enter the Term, such as 2128

Click

5. Depending on your browser and browser settings, a dialog box appears,

Follow the options on the screen to open the

document in Excel.





Filter Spreadsheet

These instructions will guide you in enabling the filtering feature.

1. When the spreadsheet opens, click the Enable Editing button.

2. When the spreadsheet opens, you will see all the classes offered for that term enabling you to review and edit your course information.

Highlight the header row (Row 2).

3. In the Editing group of your ribbon, click Sort & Filter.

4. From the drop-down menu, select Filter. Arrows will appear beside each column header allowing you to select the type of data to display.

5. To view only the information for your subject area,

Click the Subject arrow

Uncheck the (Select All)

Check your subject area

Click OK

6. Now you are looking at just your classes.





2.2 Sessions (B)

You will need to ensure that you are only reviewing sessions (column B) for your campus, such as 1 for main

campus/BKFLD and 10W for Extended University.

1. To audit your Session numbers,

Click the Session arrow in (Column B) of the

spreadsheet

Make sure your Session numbers are either 1 for main

campus/BKFLD and 10W for Extended University

2. If you find an error with a Section Number, go to Maintain Schedule of Classes,

Click the Basic Data tab

In the Session, enter the correct session value, such

as 1 or 10W

Click

2.3 Section Numbers (G)

In this section, you will use the spreadsheet to review and identify errors with your section numbers. See the

Appendix for more information on Section Numbers.

1. To audit your Section numbers,

Click the Section arrow in (Column G) of the

spreadsheet

Review your Section numbers for proper length and

composition by scrolling through the numbers on the

drop-down menu.

2. If you find an error with a Section Number, go to Maintain Schedule of Classes,


In the Class Section, enter the correct class section

number, such as 01

Click





2.4 Component and Class Types (H and I)

You will need to audit each class for proper Component and Class Type combinations. You should set the

enrollment class type for lectures (graded component) to E and the enrollment class type for lab and activity

components (non-graded component) to non-enrollment, N.

For single component courses, you will always use Class Type of E. However, if you have a two-component

course, then you will use Class Type of E for the graded component and Class Type of N for non-graded

component.

Component (Column H)

Class Type (Column I)

When to Use

LEC, SEM, IND E (enrollment) Graded components, such as lectures, seminar, activity, etc.

LAB, ACT, etc. N (non-enrollment) Non-graded components, such as labs and activities

Table 1: Components and Class Types

1. To audit your Component and Class Type,

Click the Component arrow (column H) to select a

component to review, such as LEC.

2. For each mode in the drop-down menu, verify that

your Component (Column H) reflects the

appropriate Class Types (Column I), use Table 1:

Components and Class Types, to assist you.

3. If you find an error with the Class Type, go to Maintain Schedule of Classes,


In the Component, enter the correct component, such

as LEC

In the Class Type, enter the correct class type, such

as Enrollment

Click





2.5 Auto Enrollment (J)

You will need to review the auto enrollments for missing entries. If you have two component courses, with one

lecture and one lab or activity, you must connect the courses with auto enroll.

When offering a Lecture section and a Lab section for a two-component class, such as CMPS 215 and 216, you

must connect the sections so that when the student enrolls for the Lecture, the system will enroll the student in

the Lab section automatically.

If your auto enroll is not setup correctly, then when the student tries to enroll or someone tries to quick enroll, they will receive the following message, “A required related class component lab must be selected. There is an additional component required for enrollment that is missing.”

1. To audit your Auto Enrollment,

Click the Catalog arrow (column D) to select the

catalog number to review, such as 221.

2. In the Auto Enrol (column J), make sure you enter the section number to be auto enrolled, such as 02.

When the student enrolls in the Biology Lecture component (Section 01), the student will be enrolled

in the Lab component (Section 02), as well without having to enroll in it separately.

3. If you need to add auto enrollment for a class, go to Maintain Schedule of Classes,

Click the Enrollment Cntrl tab

In the 1st Auto Enroll Section, enter the Class

Section of the desired component, such as 02

Click





2.6 Associated Class Numbers (K)

In this section, you will compare the Section numbers and the Associated Class numbers and make sure they

match appropriately. In most instances, the Associated Class Number will be the same as the Class section

number. For example if the Section number is 01, then the Associated Class Number will be 1. For Associated

Class Numbers, the system removes the leading zeroes.

The associated class number is the only number you see when you are adjusting units or setting enrollment requirement groups (requisites) through the Adjust Class Associations menu, therefore it is important that you assign it correctly. Once enrollment begins, you cannot change the Associated Class Number; the system will gray it out. Also, you can use Associated Class Numbers to link courses with one lecture and many labs/activities. For example, Biology offers one lecture (Associated Class Number = 1) and three labs (all three labs will have the same Associated Class Number = 1). By linking the courses, the students are prompted to select a lab section or a related class at registration.

1. To audit your Associated Class (column K) and

Section numbers (Column G),

Click the Assoc arrow (column K).

2. For each mode in the drop-down menu, verify that your Section Numbers (Column G) reflect the

appropriate Assoc (Column K).

3. Once enrollment begins, you cannot change the Associated Class Number; the system will gray it out. If you choose to change, you will need to remove the students from class, fix the associated class number, save it, and re-add the students. Otherwise, you can leave it as is, since it is not reported by Institutional Research Planning and Assessment (IRPA).

4. If you need to change the Associated Class number, go to Maintain Schedule of Classes,


In the Associated Class, enter the correct

associated class number, such as 1

Click





2.7 APDB Class Section Values (L - P)

You will need to review the APDB Class Section Values for correct information. These values include the CS

Number, and Component Units. You must make sure that no zeroes(0) appear in the Comp Units column

(column P) when an enrollment exists.

1. To audit the CS Number, make sure the values shown in

column L are valid for the Component (column H).

Generally, the CS Number defaults from the catalog. If it

does not, then you will want to manually enter the correct

value. For more information, on CS Numbers, see 4.1.4

Course Classification Numbers (CS#) on page 36.

2. To audit your Component Units,

Click the Comp Units arrow (column P) to select the component units, such as 0.00.

3. In the Comp Units (column P), make sure no zeroes (0) exist. If they do, you will need to enter a value for the

Component Units for the class components.

4. If you need to make changes to the CS Number or the Component Units, go to Maintain Schedule of Classes,

Click the Meetings tab

Click the Class APDB Mapping values link

Note: For two component courses, such as BIOL 100 the component units for lecture will be 4.00 and the laboratory use 1.00 for the component units. (For more information, see section, 5.1.2 Component Unit Breakdown on page 33.)

You should check with your Dean or Department Chair before making changes, since it can affect the faculty’s WTUs and possibly their pay.





5. When the APDB Class Section Values page opens,

In the CS Number, select the correct value

In the Component Units, enter the component units, such as 4.00

Click

Click

6.

For two component courses, such as BIOL 100 the component units for lecture will be 4.00 and the laboratory use 1.00 for the component units. (For more information, see section, 4.1.2 Component Unit Breakdown on page 34.)

2.8 Space Type and Learning Mode (Q and R)

You will need to review the Space Type and Learning Mode for incorrect and missing entries. The Space Type

(Column Q) should contain a value between 1 and 4.

Space type is updated through a Learn Mode Sync process; for the most part this data will be populated

automatically. For the occasional missing space type, you will need to review missing entries. The space type

column Q should contain a value between 1 and 4. For valid Learning Mode values, see 5.1.3 Learn Mode and

Space Type on page 34.

1. To audit your Space Type,

Click the Space Type arrow (column Q) to select the

space type you desire to audit, such as 1, or Blanks.

Blanks indicate that the Space Type entries are

missing. By filtering on Blanks, you can quickly identify

classes that need updating.

2. In the Space Type (column Q), make sure the values are between 1 and 4 and there are no missing entries.

If you add a new class based on an Instruction mode, a nightly batch job, Learn Mode Sync, will

populate the space type, learning mode, and location. However if you notice that the Space Type is

missing and you did not recently add the class, then you will need to update it.





3. If you need to correct the Space Type or Learning Mode for a class, go to Maintain Schedule of Classes,


Click the Meeting APDB Mapping values link

4. When the APDB Class Section Values page opens,

In the Space Type, select the appropriate value,

such as 1 Lecture

In the Learning Mode, select the appropriate

value, such as F Face to Face.

Click

Click

2.9 Enrollment Capacity (U)

You will need to review the enrollment capacity and make sure it is not set to zero (0). If the enrollment capacity is set to zero, the class will not appear when searching; and the system will flag the class as a closed section.

When creating a new course, the enrollment capacity will automatically default to an enrollment capacity of 30.

1. To audit your Enrollment Capacity,

Click the Cap Enrl arrow (column S) to find

classes with cap enrollment set to 0.

2. In the Cap Enrl (column S), make sure no zeroes (0) exist. If they do, you will need to enter a value for the

enrollment capacity for the class.

3. If you need to enter the enrollment capacity for a class, go to Maintain Schedule of Classes,

Click the Enrollment Cntrl tab

In the Enrollment Capacity, enter a value, such as 120

Click





2.10 Location (AA)

You will need to verify that your section numbers reflect the appropriate location. Section numbers tell you where a class is located. For example, classes with section numbers between 01 and 29 and 40-44, 50-54, 60-64, 70-74, 80-99 will have BKSFLD as their location. Classes with section numbers between 30-33 , 45-49, 55-59, 65-69,75-79 will have AV as their location. Please refer to the Appendix at the end of this document.

1. To audit your Bakersfield section numbers and location,

Click on Location (column U)

Select BKSFLD

2. Make certain your section numbers (column G) correspond to the location (column U) for BKSFLD.

3. To audit your Antelope Valley section numbers and location,

Click on Location (column U)

Select AV

4. Make certain your Section numbers (column G) correspond with the Location (column U) for AV

5. If you need to update a location for a class, go to Maintain Schedule of Classes,


In the Location, enter the location, such as BKSFLD or use the to lookup the correct value

Click





2.11 Instruction Modes (AB)

In this section, you will compare the Section numbers to the Instruction Modes and make sure they match

appropriately. See the Appendix for more information on Section Numbers and Instruction Modes.

1. To audit your Section numbers and Instruction Modes,

Click the Mode arrow (column AB) to select a mode to

review.

2. For each mode in the drop-down menu, verify that your Section Numbers (Column G) reflect the

appropriate Modes (Column V.

See the Appendix for more information on section numbers and instruction modes

3. If you find an error with the Instruction Mode, go to Maintain Schedule of Classes,


In the Instruction Mode, enter the correct instruction

mode, such as P Face to Face

Click





2.12 Minimum, Maximum, Academic Progress, FA Units, Course Contact Hours, and Contact (AD – AI)

You must review the Minimum Units, Maximum Units, Academic Progress Units, FA Units, Course Contact

Hours, and Contact for your classes. The system populates these fields by default. However, the units listed in

Minimum, Maximum, Academic Progress, FA Units, Course Contact, and Contact must be the same and should

not have variable units, such as 1-5. If they are not the same, when the students register, the system will offer a

range in units to them. If the students do not select the number of units, then the system will enroll them in the

minimum units available.

1. To audit your Minimum, Maximum, Academic Progress,

FA Units, Crs Cntct, and Contact

Click the Comp Unit arrow (column P) to select the

component you desire to audit, such as 0.00 or 1.00.

2. In the Min Units (column X), Max Units (column Y), Prgrss Unt (column Z), FA Units (column AA), Crs Cntct (column AB), and Contact (column AC) make sure the values are the same as Comp Units (column P) and

there are no missing entries.

3. If you need to add or update the Minimum, Maximum,

Academic Progress, FA Units, and Course Contact Hours for a

class,

Go to Adjust Class Association

Click the Class Associations tab

In the Minimum Units, enter the correct value,

such as 5.00

In the Maximum Units, enter the correct value,

such as 5.00

In the Academic Progress Units, enter the correct

value, such as 5.00

In the FA Units, enter the correct value, such as

5.00

In the Course Contact Hours, enter the correct

value, such as 5.00

Course Units Minimum Units

Maximum Units

Academic Progress Units

FA Units Course Contact

Contact

1 1 1 1 1 1 1

2 2 2 2 2 2 2

3 3 3 3 3 3 3

4 4 4 4 4 4 4

5 5 5 5 5 5 5





Click

4. If you need to add or update the Contact for a class,

Click the Class Components tab

In the Contact, enter the correct value, such as 5.00

2.13 Class Association Requisites (AK)

You will need to check your requirement groups for class association requisites. This requirement group is used

for campus restrictions. You will review each class for missing and valid campus restrictions. See Table 2:

Campus Restrictions by Location for a list of common campus restrictions.

Location Campus Restriction Requirement Group

AV AV Campus 000008

BKSFLD Main Campus 000007

AV or BKSFLD Honors 000021

Table 2: Campus Restrictions by Location (partial list)

1. To audit your Requirement Group for Class Association

Requisites for missing or incorrect entries,

Click the Location (column A) down arrow

Select a location, such as BKSFLD

2. In the RQ Group (column AK) make sure the values are correct and there are no missing entries. Table 5:

Campus Restrictions by Location.

3. If you need to add or update the Requirement Group for Class Association Requisites for a class, go to Adjust Class Association,

Click the Class Requisites tab

4. When the page opens, using the Class Association Requisites section:

In the Requirement Group, enter the correct value,

such as 000007 or use the to look up the

appropriate value

Click





2.14 Catalog Requisites (AL)

In this section, you will audit your catalog requisites. For example, if the Rq Group (column AL) shows 000857,

then it means that the class has a requisite. Conversely, if the Rq Group (column AL) is blank, it indicates that

the class has no requisites associated with it.

1. To view your Requirement Group for Catalog Requisite

,

Click the Rq Group (column AF) down arrow

Blanks indicate that the class does not have a requisite.

2. If you need to add or change a requisite, you must submit a request for approval New Course/Course Change from or contact Lilia Flores (x-3100). Link to form:

http://www.csub.edu/academicprograms/Documents/Acadmeic%20Scheduling/newcourseapprovalchange.xls

3. If you need to review the Requirement Group for Class Association Requisites for a class, go to Adjust Class Association,

Click the Class Requisites tab

4. When the page opens, you will see the following in the Catalog Requisite section. Click the Detail link for the requisite detail and parameters.

5. The Enrollment Requisite Summary page appears.







2.15 Mtg Start and Mtg End Times (AQ and AR)

You will need to review the times for meeting start and meeting end. You are strongly encouraged to not

crossover time blocks when assigning meeting times, especially for class start times: 10am, 12:45pm, and

7:30pm. (GE classes should not cross)

Additionally, you will need to make sure you used correct am/pm designations, such as 4:15pm instead of

4:15am. Using military time can help reduce these types of errors. To use military time simply add 12 to any

time after 12:59pm, i.e. 1:00pm becomes 13:00.

1. To audit your Mtg Start and Mtg End times,

Click the Mtg Start (column AJ) arrow to select the

times, such as 08:00:00 AM and 10:00:00 AM

2. In the Mtg Start (column AJ) and the Mtg End (column AK), make sure that the:

No missing entries (especially Face-toFace courses)

AM/PM designations are correct

Start time must have sufficient minutes based on the CS Number

End time should not cross over for 10am and 12:45pm time blocks

Courses with CS Numbers between 1-16 and 18-21 have day and times assigned

For more information, please refer to PeopleSoft Components and CS #’s (see Lilia Flores) and Schematic of Preferred Time Block (see Analia Rodriguez).

3. If you need to correct the Mtg Start or Mtg End for a class, go to Maintain Schedule of Classes,


In the Mtg Start, enter the start time, such as 8:00AM

In the Mtg End, enter the start time, such as 9:40AM

Click





If you are correcting a class with a combined section, you will need to use the Schedule Class Meetings menu. See the instructions below.

4. If you need to correct the Mtg Start or Mtg End for a class with a combined section, go to Schedule Class Meetings,


In the Mtg Start, enter the start time, such as 8:00AM

In the Mtg End, enter the start time, such as 9:40AM

Click

2.16 Room Characteristics (AZ)

Academic Scheduling uses 25Live to assign courses to rooms. To enable this process, you must enter these

requests as Room Characteristics in PeopleSoft as you create your courses.

Room Characteristics

Room Characteristics

Description

(Leave blank) No room is required

08 Computer Lab - Mac

09 Computer Lab - PC

19 ITV Studio

31 Smart Classrm MAC

32 Smart Classrm PC

41 Classroom

You will need to audit your classes to ensure the appropriate room characteristic is selected. You will have a

choice of six (6) characteristics, please indicate which is required for each class. If no room is required, select

41 Classroom.

1. To audit your room characteristics , verify that the

Room Characteristics are appropriate for your classes.

Click the Room Char (column AG) down arrow to

filter, if desired

2. If you need to enter or update your room characteristics, go to Maintain Schedule of Classes,


In the Room Characteristics section, click the icon

Select the appropriate Room Characteristic from the Search Results, such as 32

Click





3.0 Audit Instructor Information

In this section, you will audit the instructor information, such as the assign type and access.

3.1 Before you begin

You will need to download the Instructor Table data and activate the filtering feature in Excel.

Download Instructor Table Data

These instructions will walk you through running the BAKS_SR_Instructor_tbl query and downloading the results to Excel.

# Steps Illustrations

1. Navigate to the Reporting Tools > Query > Query

Viewer or return to the Query Viewer tab by clicking the

appropriate tab on your web browser.

2. On the Query Viewer page,

Enter the search criteria, BAKS_SR_Instructor_tbl

Click

3. From the Search Results page,

Click the Excel link beside the query named, BAKS_SR_Instructor_tbl

(The query will open in a new tab or window. You can also click the Favorite link to add this query to your list of favorite queries.)

4. On the prompt page, BAKS_SR_INSTRUCTOR_TBL - Instructor Information,


Click






Select the option to open the file with Microsoft Excel.

Click OK, if appropriate

Filter Spreadsheet











Click OK






3.2 Instructor Assignment (G - H)

You will need to audit your classes to ensure that you assigned instructors to your classes. You will use the

instructor data you downloaded earlier to perform this audit.

1. To audit for unassigned instructors ,

Check the Name (column H) down arrow

Unclick Select All

Click Blanks

Click OK

2. In the Name (column H) make sure you have assigned instructors to your classes. You must not leave this information blank.

3. If you need to assign instructors to a class, go to Maintain Schedule of Classes, (update pic)


In the Instructor for Meeting Pattern section,

- Click the Assignment tab

- Enter the ID of the instructor, such as 099999999 or use the icon to search for the instructor

- Select Prim Instr as the Instructor Role

- Select Approve as the Access

Click

4. You will need to add the load factor for the instructor, as well. In the Instructors for Meeting Pattern section,

Click the Workload tab

In the Load Factor, enter the correct amount, such as 100.0000 (if you have more than one faculty member

assigned to a course, you will need to adjust the Load Factor based on their hiring contract. If you do not

need the hiring contract details, see your department administration).

Click

For combined sections classes and some independent studies, the Load Factor will appear as

0.0000 and may have a Workload of 0.0000. For multiple faculty assignment, the Load Factor

may appear as 1.0000 or 17.0000 or 25.0000, or 50.0000. These numbers will depend on the

faculty load and should have a value higher than 0.0000.





3.3 Instructor Role (I)

You will need to audit your classes to make sure that the instructor roles are assigned correctly.

1. You will need to make sure the Instructor Role (column I) is correct.

2. If you need to assign instructors to a class, go to Maintain Schedule of Classes, Click the Meetings tab



- Select the appropriate instructor role, such as Prim Instr

Click

3.4 Instructor Access (J)

You will need to audit your classes to make sure that the instructor access are assigned correctly.

1. You will need to make sure the Instructor Access (column J) is correct. The instructor will need Approve (A) access to submit their grades.

2. If you need to update the Instructor Access, go to Maintain Schedule of Classes, Click the Meetings tab



- Select Approve as the Access

Click

3.5 Instructor Assign Type (O)

You will need to audit your classes to ensure that you have not assigned an instructor to more than one meeting

pattern. You will use the instructor data you downloaded earlier to perform this audit.

1. You will need to make sure the Assign Type (column O) is correct. It should show IFF by default. If NON is displayed, it indicates the Faculty member is assigned to more than once to a meeting





2. If you need to correct the Assign Type, go to Maintain Schedule of Classes,


Click the View All in the Meeting Pattern section

3. You will need to:

Click the to remove the instructor from the second meeting pattern.

Click





4.0 Audit Class Notes

In this section, you will audit the class notes for your courses. This process begins will downloading the class

notes data.

4.1 Before you Begin

You will download the class notes data and activate the filter feature in Excel.

Download Class Notes Data

These instructions will walk you through running the BAKS_SR_CLASS_NOTES query and downloading the results to Excel.

# Steps Illustrations

1. Navigate to the Reporting Tools > Query > Query

Viewer or return to the Query Viewer tab by clicking the

appropriate tab on your web browser.

2. On the prompt page, BAKS_SR_CLASS_NOTES – Notes by term and subject,

Enter the Subject, such as BIOL


Click


Select the option to open the file with Microsoft Excel.

Click OK, if appropriate

Filter Spreadsheet















Click OK


4.2 Class Notes

You will need to check for spelling errors, missing, and incomplete class notes. If the Instruction mode is TV,

OL, or HY, you must include class notes. Additionally, if the class requires specific material, field trips, lab

fees, or other “approved” class fees, you must include this information in the class notes.

1. To audit your Class Notes,

Click the Class Notes arrow (column K) to select the

sections to review, such as 01 and 02.

2. To check for spelling errors,

Click the Review tab

Click the button





3. When the Spelling box appears,

In the Not in Dictionary, determine if the word is

spelled correctly

If not, continue with the step below. Otherwise, click

Add to Dictionary

4. If you need to add or update your Class Notes, go to Maintain Schedule of Classes,

Click the Notes tab

Make the correction

Click





5.0 Appendix

5.1 CSUB Academic Programs

The following sub-sections contain the section numbers and location codes for the different academic program

offerings

Section Numbers (effective Fall 2014)

The section numbers vary by a number of factors, such as program, Instruction mode, etc.

Section #’s Description Instruction Mode

***01 - 29 Main – warm body P or ***HY

***30 - 33 AV – warm body P or ***HY

40 - 44 Main – Independent Study IS

45 – 49 AV – Independent Study IS

50 – 54 Main – ITV – shared workload TV

55 – 59 AV – ITV - shared workload TV

*60 – 64 Main only – Online *OL

*65 - 69 AV only – Online *OL

**70 – 74 Main – shared workload **OL

**75 – 79 AV – shared workload **OL

80-99 & 34-39 Main 34-39 (shall be used only for

CSUB 101/103 courses)

Main and AV Classes Use Session 1

*Online (OL) Separate or Individual Course

Schedulers will use sections 60-64 for Main (7) and 65-69 for AV (8) campus.

Such sections will have their own instructor, enrollment cap, one meeting pattern with facility ID WEB.

Meeting APDB Mapping Value: Space Type 3 Non-capacity and Learning Mode A

** Online (OL) Shared Course

Schedulers will use sections 70-74 for Main (13) and 75-79 for AV campus (13).

Departments can set up such pairs so that each offering has its shared enrollment cap, shared workload.





Meeting APDB Mapping Value: Space Type 3 Non-capacity and Learning Mode A

***Hybrid (HY) course

Requires one component with two meeting patterns

First meeting pattern

Meeting APDB Mapping Value: 1 Lecture with Learn Mode F:

Requires facility ID, day, time and instructor.

Second meeting pattern

Meeting APDB Mapping Value: 4 Multimode with Learn Mode A:

Requires facility ID assignment of WEB,

Do NOT assign instructor, day or time.

For all other APDB Mapping Value set-up refer to Learn Mode and Space Type and Building On-Line and Hybrid course documents.





Component Unit Breakdown

The component breakdown can be found in the Course Catalog within the components tab, course components

and CS number. There you can see how many components a class has and the break down per course

component if more than one.

Examples:

CAFS 110 1 component course 2 units 2.0 component units

Biol 100 2 component course 5 units

(Lecture = 4.0 units, Lab 1.0

units)

5.0 component units

(Lecture = 4.0 component units,

Lab = 1.0 component units)

Math 191 2 component course 5 units

(Discussion = 2.5 units, Lecture

2.5 units)

5.0 component units

(Discussion = 2.5 component

units, Lecture 2.5 component

units)





Learn Mode and Space Type

The information is as follows:

Instruction Mode

CS#/Class APDB Mapping Value

Space Type Learning Mode Location Comments/Note

TV 01, 02, 03, 04, 05, 06

1-Lecture Section 50 - F (face to face) H ITV section number

TV 01, 02, 03, 04, 05, 06

1-Lecture Section 55 - S (synchronous) = ITV courses (not face to face

H ITV section number

OL 01 - 48 3-Non Capacity A (asynchronous) = On-line courses (not face to face)

blank OL section number

HY 01 - 48 Requires two meeting patterns: First is 1-Lecture

and second is 4-Multi mode - refer to Building OL and HY courses document Fall 2014

Requires two meeting patterns:

First is F (face to face) Second is A (asynchronous) - refer to Building OL and HY courses document Fall 2014

blank HY section number (course should be defined as "HY" if any portion of seat time is replaced by online coursework)

P 01, 02, 03, 04, 05, 06

1-Lecture F (face to face) courses regularly conducted scheduled meetings

blank Warm body section number. Learn Mode "F" computes workload even if auto calc unchecked

P 07, 08, 09, 10, 11, 12, 13, 14, 15, 16, 18, 19, 20, 21

2-Laboratory F (face to face) courses regularly conducted scheduled meetings


P 17, 23, 24, 25, 36, 48

3-Non Capacity F (face to face) regularly conducted scheduled meetings


IS 01 - 21 1-Lecture F (face to face) Ind Study courses and regularly conducted scheduled meetings

blank Warm body section number. Learn Mode "F" computes workload even if auto calc unchecked.

IS 23-48 3-Non Capacity F (face to face) Ind Study courses and regularly conducted scheduled meetings

blank IS section number. Learn Mode "F" computes workload even if auto calc unchecked.





IS 78 3-Non Capacity A (asynchronous) = Ind Study courses

blank IS section number. CS#78 will not compute workload. Remove workload from Adjust Class Associations before assigning Instructor to class.

Course Classification Numbers (CS#)

CS# Component K- Factor WTU / Unit

Minutes of

Instruction per

Unit per Week Class Description; Typical examples and comments

C01 Lecture 1.0 50 Large lecture Courses in any discipline with more than 50 enrollments.

C02 Discussion 1.0 50 Lecture/discussion Lecture courses in any discipline in which class participation is a planned portion of the instructional method.

C03 Lecture 1.0 50 Lecture/composition, lecture/counseling, lecture/case study

C04 Discussion 1.0 50 Discussion Courses in any discipline in which student participation (discussion) is the primary instructional method.

C05 Seminar 1.0 50 Seminar; Courses in any discipline using seminar methods of instruction.

C06 Clinical 1.0 50 Clinical processes; Nursing and psychology courses in clinical processes and education courses involving individual testing, such as driver training in a simulator

C07 Activity 1.3 100 Fine arts & science activities Art, anthropology and science activities.

C08 Activity 1.3 100 Education workshops & soc sci activity Includes methods taught on an activity basis in education and subject areas.

C09 Activity 1.3 100 Music activity - large group Courses that do not result in a major public (large group) performance

C10 Activity 1.3 100 Music activity - small group Instrumental or vocal instruction.

C11 Activity 1.3 100 Physical education & recreation activity Gym classes or intramural sports if credit is given

C12 Activity 1.3 100 Speech, drama & journalism activity Classwork in debate, acting and publication; no public performances involved

C13 Activity 1.3 100 Technical activities and labs





Courses involving the use of business and other machines; accounting, geography, foreign languages, home economics, psychology, library science, photography, engineering, industrial arts, agriculture, mathematics and statistics.

C14 Activity 1.3 100 Remedial course activity Courses for students admitted as exceptions only.

C15 Activity 1.5 150 Technical activities & labs Laboratories in art, foreign languages, home economics, industrial arts, physical education, speech correction, cartography, audio-visual, mathematics, library science, police science.

C16 Laboratory 2.0 150 Science laboratories Laboratories in natural science, life science, psychology, natural resources, agriculture, engineering, meteorology and photography.

C17 Clinical 2.0 150 Clinical practice off campus Nursing, social work.

C18 Activity 6.0 150+ Major intercollegiate sports Football, basketball, baseball, track and field, wrestling, swimming, etc.; limited to four sports per year.

C19 Activity 3.0 150+ Minor intercollegiate sports Other sports not listed as Athletics.

C20 Activity 3.0 150+ Major performance Production courses in art, drama, journalism, music, photography, radio-TV, debate; results in a major public performance, showing or distribution

C21 Activity 3.0 150+ Music performance Major performance groups, such as orchestras, bands, and choruses.

S23 Supervision 1.0/stud 3 hours MSW intensive supervision 3 Graduate level social work only. Faculty-student contact averages 3 hours per week.

S24 Supervision 0.66/stud 2 hours Intensive supervision 2 Undergraduate - all disciplines. Faculty-student contact averages 2 hours per week.

S25 Independent Study

0.5/stud 1 1/2 hours Independent study – graduate Practice teaching, thesis, project and independent study. Faculty-student contact averages 90 minutes per week.


0.33/stud 1 hour Independent study – undergraduate Undergraduate - all disciplines. Faculty-student contact averages one hour per week.


0.25/stud 3/4 hour Music studio instruction Faculty-student contact averages 45 min. per week.

C77/C78 Tutorial 0.0 Non-workload instruction Credit by examination, evaluation, modes not described by workload formulas. C-77 is not state supported. C-78 is state supported.





5.2 Extended University Regional Programs

The following sub-sections contain the section numbers and location codes for the different regional program offerings. All the EUD and Regional Program sections above use Session 10W.

Section Numbers (effective Summer 2012)

The section numbers for regional programs are listed in the table below.

Sections 101-114 for Face-to Face classes (normal warm body classes)

Regional Program Section Numbers Instruction Mode Section Number

Face to Face 115-125

Online 126-135

Hybrid 136-145

Independent Study 146-150

Additional Unused Sections 151-199

EUD Contract Credit Sections

EUD Contract Credit sections - these sections will not require a classroom use only EUD as location code.

Sections 601 – 699

EUD Certificate/Extended Univ. sections

EUD Certificate/Extended Univ. sections - these sections will require classrooms, EBKS and EAVC location

codes will be used for these sections.

Sections 701 – 728 Warm Body for Bakersfield and Open University

Sections 730 – 749 Independent Study

Sections 750 – 759 Warm Body for AVC

Sections 760 – 769 EUD (Bakersfield and AV) On-line/WebCt

EUD Sections and Location Codes

EUD sections will use the following location codes:

Code Location

COC College of Canyons

EUD Extended University (not requiring a room at main campus)

EBKS Extended University (any class which requires a room assignment on main campus)

EAVC Extended University (any class which requires a room assignment on AVC campus)

HAN Hanford W. High School

O Open University

OLP On-line Programs

PCC Porterville College





6.0 Getting Help

If you are unsure or need assistance, please consider the preferred sources and order in which to contact listed

below:

For help with auditing class schedules

Lilia Flores – Academic Scheduling 661-654-3100

For help with auditing class schedules for Extended University courses Beth Garza – Extended University 661-654-2441

For help with computer-related Issues

Help Desk 661-654-2307

For help with Microsoft Excel 2010

How to filter data in Excel 2010 http://www.gcflearnfree.org/excel2010/13

How to use Excel 2010 http://www.gcflearnfree.org/excel2010

General Training Questions or Assistance

Tammara Sherman – Campus Training

661-654-6919

http://www.csub.edu/training

http://www.gcflearnfree.org/excel2010/13

http://www.gcflearnfree.org/excel2010

http://www.csub.edu/training

Business Process Guide Audit...EUD Certificate/Extended Univ. sections .....37 EUD Sections and...

Documents

Transcript of Business Process Guide Audit...EUD Certificate/Extended Univ. sections .....37 EUD Sections and...